HomeMy WebLinkAboutItem 8.1 DUSD Board Room Upgrades or
19 82 STAFF REPORT CITY CLERK
` CITY COUNCIL File #600-40
DATE: February 17, 2015
TO: Honorable Mayor and City Councilmembers
FROM: Christopher L. Foss, City Manager "
SUBJECT: Cooperative Agreement with the Dublin Unified School Dis rict (DUSD)
Prepared by Christopher L. Foss, City Manager
EXECUTIVE SUMMARY:
Staff is seeking City Council authorization to execute a Cooperative Agreement with the Dublin
Unified School District (DUSD) to fund various technology upgrades at the DUSD Board Room.
FINANCIAL IMPACT:
The City has a General Fund Designated Reserve for joint improvement projects with the Dublin
Unified School District. There are funds available in the reserve account (1001.44316) available
to fund the $70,000 request from DUSD. A budget change is necessary to execute the
agreement and allocate funding from the General Fund Designated Reserve.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Approving Cooperative
Agreement between the City of Dublin and the Dublin Unified School District for Technological
Upgrades to the DUSD Board Room; and approve the Budget Change.
Reviewed By
Assistant City Manager
DESCRIPTION:
Over the past few years, the City of Dublin and the Dublin Unified School District have
participated in two joint improvement projects at Dublin High School. The funding for projects
has come from the General Fund Designated Reserve that was derived from a Community
Benefit Payment from the Jordan Ranch development.
The City has provided funding in July 2013 for the renovation of the Dublin High School Tennis
Complex (actual expenditures: $276,278), as well as funding in November 2013 for the
enhancement of community amenities at the Dublin High School Center for Performing Arts and
Education (actual expenditures: $207,706). The City's contribution for these two projects totals
approximately $484,000. There is approximately $116,000 remaining in the Reserve account.
Page 1 of 2 ITEM NO. 8.1
The City has received another request from DUSD for funding to complete various technological
upgrades and improvements to the DUSD Board Room. The request is for $70,000 and would
reimburse the DUSD for already completed work including:
• Upgraded audio system (including new wireless microphone systems)
• Upgraded video system (including new CPE control system with new touch panel)
• Replaced Projection Screen in Board Room
• Upgraded Existing Projector
• Added wired HDMI input at podium
• Added wireless HDMI Connection to the System
• Added DVD/Blue Ray Recorder
The project benefits the community by providing an upgraded audio/video system at the DUSD
Board Room. The improvements will provide a better viewing experience for attendees at the
Board meetings as well as a better video production for TV 30 viewers.
Upon completion of the project, all on-going maintenance and repairs for the proposed upgrades
shall be provided by DUSD.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report has been provided to the Dublin Unified School District.
ATTACHMENTS: 1. Resolution Approving Cooperative Agreement between the City of
Dublin and the Dublin Unified School District for Technological
Upgrades to the DUSD Board Room
2. Exhibit A to Resolution -Agreement
3. Budget Change
Page 2 of 2
RESOLUTION NO. XX - 15
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
APPROVING COOPERATIVE AGREEMENT BETWEEN THE CITY OF DUBLIN AND
THE DUBLIN UNIFIED SCHOOL DISTRICT FOR TECHNOLOGICAL UPGRADES TO THE
DUBLIN UNIFIED SCHOOL DISTRICT BOARD ROOM
WHEREAS, the City of Dublin ("CITY") has received a request from the Dublin Unified School
District ("DISTRICT") for technological upgrades to the Dublin Unified School District Board Room
("BOARD ROOM"); and
WHEREAS, the DISTRICT has identified specific upgrades to improve the community
amenities of the BOARD ROOM, which include upgrades to audio and video systems; and
WHEREAS, the CITY and DISTRICT are parties to an Agreement regarding joint-use of CITY
and DISTRICT facilities ("Joint Use Facilities") in the mutual interest of providing an adequate
program of community recreation under the sponsorship of the CITY; and
WHEREAS, the Agreement for Joint Use of Facilities provides for the CITY and DISTRICT to
enter into separate agreements for improvements to Joint Use Facilities; and
WHEREAS, Education Code Section 10900 et seq. of the State of California authorizes cities
and school districts to organize, promote and conduct programs of community recreation which will
contribute to the attainment of general recreational and educational objectives for children and adults
of this State, and to enter into agreements with each other for such purpose, including agreements for
the purpose of improving and maintaining recreation facilities for the benefit of students of the
DISTRICT and residents of the CITY.
NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Dublin does hereby
approve the Cooperative Agreement (attached hereto as Exhibit A) between the City of Dublin and
Dublin Unified School District for Technological Upgrades to the BOARD ROOM.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 3rd day of February 2015, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
COOPERATIVE AGREEMENT BETWEEN THE CITY OF DUBLIN AND
THE DUBLIN UNIFIED SCHOOL DISTRICT
FOR TECHNOLOGICAL UPGRADES TO THE DUBLIN UNIFIED SCHOOL DISTRICT BOARD ROOM
This Cooperative Agreement("Agreement") is entered into effective as of , 2015 ("Effective
Date") by and between the City of Dublin ("City"), and the Dublin Unified School District ("District"). The City
and the District are collectively referred to herein as the"Parties"and individually as "Party."
RECITALS
A. The Parties desire to add fixed assets and equipment to the District Board Room located
within the City (collectively "the Project") to enhance the community's use of the facility.
B. The Project includes: upgrade, repair and relocation of original audio and video systems.
C. The Parties seek by this Agreement to establish the scope of the each Party's responsibilities
in the design, funding and construction of the Project.
D. The City has designated a fund of$600,000 for joint improvement projects with the District, of
which a portion has already been allocated towards the Dublin High School Tennis Complex Renovation Project
as well as the project for the Enhancement of Community Amenities at the Dublin High School Center for
Performing Arts and Education. The Project will be funded from the available balance of funds.
1. Protect Description - A description of the location and scope of the Project is attached hereto as
Exhibit A, and incorporated herein by this reference.
2. City Obligations
2.1. City agrees to reimburse the District a sum not to exceed seventy thousand dollars
($70,000) ("City Contribution") for reimbursement of actual costs incurred in the design
and completion of the Project, at the time and in the manner set forth herein.
2.2. Invoices. District shall submit invoices, not more often than once a month during the
completion of the Project, based on the costs paid by District prior to the invoice date.
Invoices shall contain the following information:
D Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice;
D The beginning and ending dates of the billing period;
D A task summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, and
the percentage of completion;
D At City's option, for each work item in each task, a copy of the applicable invoices
or records shall be submitted;
D The signature of an authorized District representative.
2.3. Monthly Payment. City shall have thirty (30) days from the receipt of an invoice that
complies with all of the requirements above to pay District.
Agreement Between the City of Dublin and Dublin Unified School District February _,2015
for Technology Upgrades to Dublin Unified School District Board Room
Page 1 of 3
2.4. Total Payment. City shall be obligated to pay the actual costs for the Project up to but not
exceeding the City Contribution.
2.5. City shall, at its own cost, provide all staff support for administration and management of the
Project as necessary to fulfill its obligations under this Agreement.
3. District Obligations
3.1. District shall provide all funding in excess of the City Contribution necessary for completion
of the Project.
3.2. District has prepared all necessary planning and design for completion of the Project
("Project Specifications"). All Project Specifications have been developed in accordance
with District standards and operations and maintenance requirements, as well as all
applicable local, state, and federal laws and regulations.
3.3. District has complied with its Purchasing Policy as well as with applicable Board Policies
and state laws as required to complete the Project as described in the Project
Specifications. District's solicitation materials, and contract entered into pursuant to said
solicitation, require that the contractor/supplier and its agents and representatives comply
with the District's standard insurance requirements for work of a similar scope and nature
as the work to be performed in completing the Project.
3.4. District shall be responsible for construction, construction management, and safety
monitoring during completion of the Project. District shall be responsible for ensuring that
the contractor corrects all errors, omissions and defects in the construction and installation
of the Project to ensure that it is completed in compliance with the Project Specifications.
3.5. District shall provide all staff support for administration and management of the Project
necessary to fulfill its obligations under this Agreement.
4. Ownership and Maintenance
4.1. Any facilities completed as part of the Project shall be owned by District. District shall be
responsible for maintaining all facilities and equipment installed under this Agreement.
5. Indemnity
5.1. Neither the District, nor any officer, employee, or agent of any of them, shall be
responsible for any damage or liability occurring by reason of anything done or omitted to
be done by City under or in connection with any work, authority, or jurisdiction delegated to
City under this Agreement. City shall fully indemnify, hold District, and its respective
officers, employees, and agents harmless and defend from any liability imposed for injury
occurring by reason of anything done or omitted to be done by City under or in connection with
any work, authority,or jurisdiction delegated to City under this Agreement.
5.2. Neither City, nor any officer, employee or agent thereof shall be responsible for any
damage or liability occurring by reason of anything done or omitted to be done by District
under or in connection with any work, authority, or jurisdiction delegated to the District
under this Agreement. The District shall fully indemnify and hold City and its officers,
employees, and agents harmless and defend from any liability imposed for injury occurring
by reason of anything done or omitted to be done by the District under or in connection with
any work, authority, or jurisdiction delegated to the District under this Agreement.
Agreement Between the City of Dublin and Dublin Unified School District February _,2015
for Technology Upgrades to Dublin Unified School District Board Room
Page 2 of 3
6. Amendments —This Agreement may be amended by mutual agreement of all parties. No alteration or
variation of the terms of this Agreement shall be valid unless made in writing and signed by all parties
and no oral understanding or agreement not incorporated herein shall be binding on either of the parties
hereto. Any fundamental alteration to the terms of this Agreement shall be processed as an amendment
to this Agreement that must be approved by the Parties.
7. Applicable Laws —This Agreement is entered into in the State of California and shall be interpreted in
accordance with the laws of the State of California.
8. Compliance With Laws — District represents and warrants to the City that the District, its officers,
agents, employees, contractors and volunteers have or will have all licenses, permits, qualifications
and approvals of whatever nature which are legally required for the District, its officers, agents,
employees, contractors and volunteers to perform the District's obligations under this Agreement
and that it shall comply with all statutes, ordinances, regulations and requirements of all
governmental entities, federal, state, county and city, relating to its actions under this Agreement
whether such statutes, ordinances, regulations and requirements are now in force or are hereinafter
enacted.
9. Enforceability— If any provision of this Agreement is invalid or unenforceable with respect to any Party,
the remainder of this Agreement or the application of such provision to persons other than those as to
whom it is held invalid or unenforceable shall not be affected and each provision of the Agreement shall
be valid and enforceable to the fullest extent permitted by law.
10. Entire Agreement—This Agreement and the referenced Exhibits constitute the entire agreement of the
Parties on the subject matter of this Agreement.
DISTRICT: CITY:
Dublin Unified School District City of Dublin
By: By:
Dr. Stephen Hanke, Superintendent Chris Foss, City Manager
Approved as to Form:
By: By: _
Samuel R. Santana, Legal Counsel John Bakker, City Attorney
Attest:
By: By: _
Caroline Soto, City Clerk
Agreement Between the City of Dublin and Dublin Unified School District February 2015
for Technology Upgrades to Dublin Unified School District Board Room
Page 3 of 3
CITY OF DUBLIN
FISCAL YEAR 2014-15
BUDGET CHANGE FORM
Budget Change Reference#:
City Council's Approval Required,,,,
From Un-Appropriated Reserves Budget Transfer Between Funds
From Designated Reserves x Other
DECREASE,BUDGET AMOUNT I,N CI EASE BUDGET AMOUNT
Account Amount Account Amount
General Fund -Non-Dept-Contribution to Other Agency
1001.1901.81998 $70,000
REASON,N FOR,BUDG'ET CHANGE, ,
Execution of a Cooperative Agreement with the Dublin Unified School District(DUSD)to fund various technology upgrades at
the DUSD Board Room. The budget change is from the City's General Fund Designated Reserve for joint improvement
projects with the Dublin Unified School District.
As Presented at the City Council Meeting 2/17/2015
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Posted By: Date:
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